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Administrative Coordinator (Future Jr. Bookkeeper)



Job Description

This role is located in Hamilton, Ontario. Company is a successful, owner-managed, public accounting firm with a diverse and growing client base needs to hire an Admin Coordinator who can ideally grow to eventually become a Jr. Bookkeeper. The CPA Owner is respected for his vast accounting, income tax and business knowledge, a can-do attitude and client-service focus.  The Admin Coordinator will report directly to the Owner while assisting and learning from the Sr. Bookkeeper. This position requires a candidate with a can-do attitude and an innate desire to be of service to others.

The ideal Admin Coordinator: 

  • Is considered by colleagues and supervisors as having a positive and confident professional attitude, strong interpersonal and communication skills and being a collaborative team player
  • Is well organized, neat, detail-oriented, able to multi-task and self-manage. Getting things right, attention to detail, ensuring quality and standards and reducing error to a minimum are important factors for this position
  • Remains rational when dealing with others, works within organizational requirements, is systematic and factual when dealing with colleagues and handles any conflict with logic until a solution becomes achievable
  • Searches out errors, rectifies omissions, perfects systems and procedures to ultimately raise the quality and standards of all tasks undertaken
  • Will develop and/or comply with the systems, procedures, rules, objectives and timelines set by the Owner and take a disciplined approach when undertaking tasks
  • Provides satisfactory solutions in situations involving the new and unexpected
  • Works persistently when gathering information and seeking solutions to problems
  • Listens, absorbs and digests information and at the same time builds upon stable relationships
  • Draws conclusions by probing into things and contemplates the consequences of any action that is likely to be taken by proving the reliability of the information available
  • Regularly demonstrates a high level of both productivity and accuracy
  • Demonstrates initiative, creativity and imagination in problem solving within the level of the scope of work
  • Enjoys the challenges of working in the fast-paced and time sensitive environment of a growing public accounting practice
  • Is self-driven, a quick learner, conscientious and has a positive, outstanding, attitude. This position is the front-line for the firm’s interactions with clients, guests and suppliers

About the Role:

Upon arrival:

  • Take over general client interactions by greeting guests, suppliers and clients, in person and over the telephone, and interact with fellow work colleagues with impeccable communication, courtesy and respect
  • Record time spent daily and prepare personal time sheets in Caseware software solution (2 x per month)
  • Maintain the boardroom schedule via Microsoft Outlook Calendar and prepare the boardroom for client and supplier meetings
  • Prepare new client files/folders. Type/scan/e-mail documents as required. File and maintain client files in cabinets
  • Send/receive courier packages and prepare documentation and correspondence with courier(s)

Within 30 days:

  • Using Microsoft Word, Simply Accounting, Quickbooks, Caseware and other software solutions, start to assist the Owner, the Sr. Accountant and the Sr. Bookkeeper with putting together year-end client packages and financial statements (letters/memos/invoices).
    Prepare various/miscellaneous invoices as directed; monthly Bookkeeping and Payroll client invoices; engagement letters as directed by the Owner; miscellaneous administrative letters, bulletins, etc.
  • Process client credit card/debit payments using the Moneris machine
  • Maintain photocopier/fax machine and ensure that the machine is always full of paper. Schedule service/repairs when required
  • Open and date-stamp mail, daily. Prepare mailing labels for client bulletins, etc., attend to the processes required for mailing out correspondence and packages for the firm and, on a quarterly basis, ensure that the firm’s mailing list is updated

Within 60 days:

  • Start the process of preparing the Owner’s written articles for the firm’s website and for mail and/or e-mail distribution to clients
  • Assist the Owner, as directed, with calling clients, printing documents, proofreading documents and computer related issues
  • After approximately 60 days, assist the Sr. Bookkeeper with data entry work as needed and, when time permits, learn basic/junior level bookkeeping techniques to enable future career growth
  • Maintain phone system and schedule service/repairs when required. Learn to troubleshoot common issues and ensure the firm’s phone directory is updated with each change in staffing
  • Maintain alarm system and schedule service/repairs when required. Learn to troubleshoot common issues
  • Maintain necessary office supplies and order office supplies via Staples online or through other suppliers when required.
  • Notify the Owner when supplies such as essential paper products, coffee, soap etc. are required
  • Liaise with cleaners for monthly cleaning and between those visits, help maintain cleanliness of kitchen and front entrance
  • Maintain office opening and closing procedures

After approximately 90 days: 

  • Assist the Bookkeeper with Payroll entries for clients and invest more time learning and preparing to move towards even more Jr. Bookkeeper responsibilities
  • Develop the upcoming year-end list and distribute to staff for updating. Edit results and distribute updated list
  • Organize and execute staff outings, as directed and organize staff lunch delivery during tax/busy season, when requested
  • Other and ad-hoc requests and special projects as required within a growing, Owner-managed, public accounting firm

With time, training and success in the Admin Coordinator position, for the right incumbent, further career growth towards becoming a Jr. Bookkeeper, etc. will be considered.


  • Successfully completed a College Diploma in Business, or equivalent
  • Hands-on experience that proves them effective and efficient in clerical and data entry work; proficient in Microsoft Word and skilled in utilizing software solutions in general
  • Excellent verbal and written communication skills (English)
  • A proven track record of being a fast-learner with a genuine interest in growing professionally
  • An ongoing willingness to perform a wide variety of work tasks to help the office and team run as efficiently and professionally as possible

Preference will be given to candidates who have:

  • Work experience in a public accounting firm
  • An easy, daily commute to and from the firm’s Hamilton office
  • The salary range for this Admin Coordinator position is $30,000 - $45,000, payment or reimbursement of training and development costs plus a discretionary bonus.

If you are or know of an experienced, hands-on admin professional who is effective at being supportive of other team members’ work and willing to learn and grow to eventually become a Jr. Bookkeeper for the firm, we want to hear from you.

Contact Information

Posting Date: 22-Jul-2017Admin/Clerical/Customer Service Permanent, Full-Time Open 1 ASAP
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